PURPOSE: To establish procedures for making budget transfers within a department or between departments.
GENERAL: Budgets are established for departments at the start of each fiscal year. In certain circumstances, it becomes necessary for a department to modify a particular category/object code in its budget. Such circumstances may include, but are not limited to, preventing over-expenditures and meeting unusual events.
RESPONSIBILITY: Budget administrators should report anticipated fund deficits to the appropriate level of College management on a timely basis.
If a department is unable to operate within the budget that has been established at the beginning of the year, significant variances should be reported up through the department's organization.
PROCEDURES: Budgets are modified by submitting to the Budget office a Budget Transfer form (T3-86) with appropriate approval by the divisional Vice President or his/her designees. Only those responsible for departmental budgets can request budget changes. The Budget Transfer form must include the reason for the transfer. Project Directors requesting budget transfers for restricted grant accounts should follow additional guidance provided by the Grants Accountant or the granting agency.
- Available budget funds from lapse, vacant, temporary or contract positions of faculty or staff, including benefits, cannot be used to increase supply-and-expense budgets without approval from the Budget Director or the Vice President for Finance and Administration.
- Transfers must be made to and from Budget Pool/Umbrella object codes (i.e., object codes 52000, 53000, 54000, 55000).
- Transfers are not permitted between restricted and unrestricted accounts.
- The Vice President for Finance and Administration and/or the Budget Director may authorize transfers between object codes for procurement purchases.